Vehicle Transport Coordinator

• An established organisation within the environmental and logistics support sector is seeking a highly organised and detail-oriented professional to manage and coordinate all transport and logistics activities. The role is responsible for ensuring efficient, cost-effective, and compliant operations across both local and international deliveries, while supporting fleet management and operational planning for drivers and technicians. This position plays a critical role in maintaining operational continuity by overseeing transport scheduling, supplier coordination, and vehicle tracking, while also ensuring adherence to compliance, safety, and documentation standards. The successful individual will work closely with internal teams, service providers, and customers to ensure seamless delivery execution and high service levels.

Minimum Requirements:

• Grade 12
• NQF 6 Logistics qualification
• Experience in logistics
• Basic understanding of BBBEE
• Working knowledge of transport, imports, and exports
• Proficiency in Microsoft Excel and reporting
• Strong communication skills (liaison, report writing, feedback, presentation)
• Good customer care skills and experience working with the public
• Competent literacy and numeracy skills
• Strong logistical and organisational skills
• Ability to adhere strictly to deadlines
• Proactive, resourceful, and analytical approach
• Strategic thinking ability
• Knowledge of local and international transport logistics
• Knowledge of export/import administration and clerical administration
• High integrity, ethical conduct, and customer service orientation
• Strong relationship-building and influencing skills
• Goal-driven, organised, and detail-oriented
• Ability to work in an office, factory, and occasionally in the field

Duties and Responsibilities:
Transport & Logistics Coordination

• Coordinate transport for all local and international deliveries and collections
• Obtain quotations and negotiate competitive rates with service providers
• Plan and optimise transport routes for efficiency and cost-effectiveness
• Assist with scheduling of technicians in line with operational needs
• Liaise with customers regarding delivery schedules and updates
• Manage and supervise drivers
• Oversee daily travel requirements for deliveries and collections
• Plan and coordinate weekly and monthly delivery schedules
• Monitor and track vehicles daily and review tracking reports (including speeding reports)
• Ensure all drivers have valid driver’s licenses and PDPs
• Manage vehicle tracking systems and ensure functionality
• Oversee traffic fine administration and resolution

Fleet & Cost Management

• Maintain accurate records of vehicle costs
• Ensure truck capacity and dimensions align with load requirements
• Source and utilise BBBEE-preferred transport suppliers
• Develop and maintain a network of transport SMMEs
• Verify and sign off transport-related invoices
• Manage annual vehicle licensing and renewals
• Schedule and oversee vehicle servicing and repairs
• Coordinate forklift servicing and maintenance
• Conduct weekly forklift checks (fluids and condition)
• Obtain daily feedback from drivers on vehicle condition
• Ensure all vehicle usage documentation is completed accurately
• Conduct weekly vehicle inspections
• Ensure monthly roadworthiness checks for trailers

Documentation & Compliance

• Ensure all transport and delivery documentation is accurate and complete
• Obtain, track, and submit all Proof of Deliveries (PODs)
• Maintain records of international customs requirements, including chemical and compost shipments
• Maintain detailed container packing records
• Manage annual waste certification
• Operational Support
• Assist with loading of trucks and containers when required
• Maintain and update GPS/site master sheets
• Coordinate vehicle rental bookings
• Compile and submit weekly Excel tracker and site reports
• Plan and report on special trips and project-related transport activities

Risk & Incident Management

• Gather and document information on incidents, accidents, and hijackings
• Conduct preliminary investigations and report findings

Travel & Expense Management (Drivers)

• Coordinate driver travel arrangements
• Monitor and control travel-related costs in line with budget
• Reconcile travel expenses and submit driver costings
• Maintain monthly vehicle cost and usage reports

General

• Strive to achieve company-set KPIs
• Work with Health and Safety Consultant
• Adhere to all company policies, procedures, rules, and regulations
• Perform any other reasonable duties as required